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What is the AI meeting manager

What is the AI meeting manager

An AI meeting manager automates scheduling, enhances meeting accessibility, and streamlines post-meeting documentation, improving efficiency and inclusivity.

Defining an AI Meeting Manager

Key functions of AI meeting managers

Automated scheduling and calendar integration

Scheduling is one of the most basic and yet most time-consuming components of setting up a meeting. AI tools can interface with their users’ calendar data and analyze that of the other participants to suggest a time slot that would work best for everybody, accounting for time zones. Automated scheduling is estimated to be up to five times faster, reducing the 41 minutes spent per average meeting to just eight, or a reduction of up to 80%.

What is the AI meeting manager

Real-time assistance during a meeting

AI tools can integrate with a video conferencing interface and assist with a variety of tasks, such as live transcription, which has been shown to be 95% accurate. This helps individuals that have problems hearing, speaking, or understanding a language spoken to follow the content of the meeting.

Action item tracking

Once the meeting is over, AI meeting managers generate summaries and action items automatically. This reduces the time spent on note editing and curation of action items from eight minutes per hour of a typical meeting to just two. The process is estimated to take just a few minutes once the meeting is over. The information is available to all participants instantly.

Enhancements for online meetings

Participant engagement improvements

AI analytics tools can measure how engaged the participants were by using a variety of metrics, such as the frequency and intensity of interaction, with estimates of the accuracy of around 90%. The aggregated and anonymized data can allow the meeting organizer to fine-tune their approach to improve participation next time around.

Security enhancements

Meeting data can be encrypted according to the latest standards, such as AES 256-bit, and user access can be controlled through various authentication mechanisms, among other emerging security features. This makes online meetings safe and secure and reduces the risk of data loss or misappropriation.

Cost and resource efficiency

By reducing the number of man-hours spent on meetings, and by making meetings more efficient, AI tools can produce significant savings in terms of costs and expenditures. By eliminating manual scheduling, for example, the company automatically saves $50 per meeting in administrative costs.

Benefits of AI Adoption in Meetings

Time saved by streamlining scheduling.

AI meeting managers reduce the time spent on scheduling from 30 minutes on average per meeting to just 5. This is enabled by analyzing the availability and preferences of the participants as well as their existing commitments across the numerous calendar systems used in organizations. A total of 60% administrative workload is eliminated by reducing the time spent on meeting planning. This translates to an average saving of $20,000 for a mid-sized company in a year if the time spent organizing meetings by employees is considered. Consequently, project delays due to scheduling are also eliminated.

Improved inclusivity and accessibility.

Real-time transcription and translation are AI-enabled features that facilitate the conduct of meetings by ensuring that all participants are engaged. The accuracy of AI-run transcription services goes up to 98%, and people who were previously left out of conversational engagements, such as non-native speakers or those with hearing impairments, can maintain conversations with little misunderstanding. This also provides an opportunity for all members of a global team to participate in meetings, as they can be decoded in different languages by operating samples. Companies that adopted these features recorded a 40% improvement in team collaboration and a 25% increase in the participants’ satisfaction scores.

AI Meeting Manager Notable Tools

Meeting Management App Comparison

When comparing the top AI meeting management tools to one another, one is able to identify the platforms that offer special advantages. Zoom’s Smart Scheduler is user-friendly, integrates with many calendars in a way that is more profound , and hosts over 300M users. Microsoft Teams is compatible with the Office365 bundle and, therefore, integrates with many platforms within the enterprise that uses Microsoft, for 250M users.

Lastly, Cisco Webex offers special features such as AI-driven group or meeting-sized gesture recognition for over 100M of its users. Among these, Zoom’s Smart Scheduler is the overall winner when taking user adaptability into consideration. The tool that caters to the needs of the greatest number of people, and Zoom’s Smart Scheduler achieves this goal because it does not require a workplace-wide system or integration.

Moreover, in terms of platform integration, it is has broad usage compared to the others . However, Microsoft Teams would be the winner if the context of a special task and environment, namely the workplace that is already integrated with Office365 suite, is considered. For the same reason, Webex would be the “winner” in a different context, due to its innovative features that cater to the needs of a specific sphere.

AI Meeting Tools’ Features

The essential features of an AI meeting tool are automatic scheduling, a rate of transcription at the level of 95% and higher in real time, and the reliability of action item tracking: 90% of action items tracked. These features make all participants feel included and ensure efficacy.

Pricing Information

Pricing differs between platforms, with basic tier being available from $0 to serving 50 users at the most . Premium tiers, from $5 to $20 per month per user, are in a similar price range. Enterprise tiers are usually custom priced and offer greater security and administration functions. All in all, a business may potentially save costs based on the productivity increases of 20% to 50% when evaluating them as a positive function of the costs.

Pricing Information

Strategic selection of AI meeting managers

Assessment of business needs for meeting tools

The beginning of selecting an AI meeting manager is the identification of business needs. For example, a high percentage 95% of their real-time transcription may be the criterion for companies with many remote employees with different language proficiency . The size of the meeting is no less important; many large organizations have hundreds of workers and they want all of them to participate without sacrificing functionality. However, one of the most popular criterions is recognized as return on investment ; roughly 40% of the costs can be saved because many tasks are accounted for by automated assistants, but employees have to spend time performing them.

Value is in the right combination of usability and complete features

The AI meeting manager must be both easy to use and complete. Usability is an advantage because it is important to ensure that the tool can be used by everyone; the figure 80% of users may be the first target . At the same time, it is the complete feature set that improves the result: advanced reports about each event, convenient future engagement tracking, and automatically generated tasks at the end of the meeting. The middle is good because the efficiency of the event can be increased by 25% and all stages depend on the price of the product.

Comments about safety and maximum GDPR compliance

Companies that faced a data breach had to lose an average of $3.86 million per case . Therefore, an important criterion for selecting any tool is its safety; any communication tool with AI functions must be equipped with end-to-end encryption. It is not only an opportunity to create a secure environment, but also a guarantee of GDPR communication compliance. Security measures, for example, SOC 2 Type II , should be clearly visible to all customers.

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